We live in a competitive world where business efficiency is vital to success. However, several companies struggle to achieve better results due to inefficient and unclear operations. By taking advantage of process documentation, businesses can boost their efficiency, performance and operational agility, benefiting both the company and its employees.
What’s process documentation?
Process documentation has been considered an essential piece for modern companies to succeed in our competitive business world by becoming more organized, efficient, and profitable.
This type of documentation provides the requirements and information necessary to carry out a process properly within organizations. This description must be detailed, clear, and objective to simplify the understanding and execution of tasks. It’s a roadmap that lays out the way that the work will get done and all the steps involved in the process.
The practice of documenting processes is continuous, as it must be carried out as the procedures are being created or during the execution by making changes in the process or adding new pieces to optimize the workflow.
Process documentation includes all documents that support a process, like:
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Tutorials;
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Checklists;
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Policies;
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Process maps;
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Forms;
The purpose of this technical documentation is to act as a central repository of data within your organization, preserving necessary information. They also serve as an essential document for making decisions on performance improvements, innovations, and standardization of your business processes.
Why should your business document processes? What are the key benefits?
Companies can benefit from process documentation in different ways, both on the management and employee sides. Here we go with some of your wins by documenting processes.
Simplified employee integration using process documentation
Process documentation serves as a training manual for experienced employees and recruits. It allows for efficient integration with their due role in the institution and for them to feel in a more comfortable and organized working environment, increasing their satisfaction.
Constant improvement and consistency
This documentation allows the definition or redefinition of performance indicators. With the standardization of operational procedures, the detailed analysis of the processes becomes more accessible to everyone who collaborates with the organization. Therefore, it is possible to identify flaws and inconsistencies within the processes and recognize opportunities for improvement and optimization that will directly influence the efficiency of your business.
Cost reduction and productivity increase
With the improvement and standardization of processes, process documentation also can optimize the product development time and costs for your business. As a result, productivity is increased.
Compliance
Clearly and accurately specifying how to perform standard operating procedures helps your organization comply with legislation and proceed with enterprise audits safely. Easy access to business process documentation allows for better control and insight into the flow of information relevant to your organization.
Transparency and fidelity
Creating high-quality process documentation is strategically used by companies that aim to maintain the loyalty of their employees, partners, suppliers, and customers, making it clear that they know what to expect when they work with your organization. Internally, these documents allow employees to have a broad view of all processes and projects in their workplace. Externally, these documents bring a view of how your business is doing and what your operational organization is for the due work, thus increasing stakeholder confidence and satisfaction.
Roles and standards for creating process documentation?
Preparing process documentation is not easy. It takes time and the necessary information, which, in most cases, only a few people know. There are three crucial roles that are involved in the creation of this technical documentation.
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The first one is the Process Owner, who defines the mission, vision, objectives, tactics, and measures of the process. Also, the person assigned to this role monitors and reports on process performance presents improvement plans, and enforces process standards.
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The second one is the Documentation Custodian, which ensures that all records are up-to-date and available for inspection at any time. In addition, these people are responsible for maintaining an accurate and organized filing system.
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The third and last is the Technical Writer, who writes the process documentation, organizes the necessary materials, and keeps them standardized. In addition, it works alongside the graphic design team to prepare diagrams, infographics, and forms when required and ensures that the technical language is written simply and clearly.
An example of a standard that defines guidelines on process documentation is ISO 10244:2010. This standard defines the level of information that must be gathered, the methods for documenting the work or business processes, and the procedures used when evaluating or analyzing business processes. It also specifies the detailed information associated with the activities organizations perform when documenting existing work or business processes.
Get outstanding process documentation by hiring our outsourced technical writing services
Many companies still don't have a certain demand and cash for these key pieces to surface in their organization and end up overloading just one person for the three functions. To prevent this, a good option is hiring outsourced technical writing services to create your business process documentation. If you want to understand more about the benefits of outsourcing, check this article we wrote about it!
At Write Choice have excellent technical writing and graphic design professionals who can make our documents more visually attractive and understandable. When hiring our services, we become part of your team to understand and document your process with high quality and mastery.